Project Server Subscription Edition Licensing Requirements

Question

We are moving from Project Online to Project Server SE. I have several questions about licenses:

1. What type of license do Team Members need? Our Team Members need to be assigned to projects and enter time. Can they use Planner Plan 1 licenses? Or do they have to use Project Server CALs?
2. What type of license do Timesheet Approvers need? Will a Project Server CAL be sufficient?
3. I'm assuming that Project Managers and Admins need Planner & Project Plan 3 AND Project Server CALs. Is that correct?

Thank you!

Answer 1

Hi Deily, 

Thank you for reaching out and for sharing your concern to select the right license for each role. 

To make this easier, I have outlined the licensing approach for each of the three roles you described, based on how Project Server Subscription Edition handles user access: 

1. Team members 

• For the user who only needs to update their own tasks and enter time, the Planner Plan 1 (former Project Plan 1) is usually enough, as it already contains the CAL-equivalent access rights for this scenario.  As a result, these users don't need a separate Project Server CAL which helps you keep the cost down for your largest group. 

2. Timesheet Approvers 

• If the user only needs to approve time, then a Project Server CAL is sufficient, because approval capability is driven by the permissions you assign inside Project Web App. 
• If these users already have Planner Plan 1, Plan 3 or Plan 5, they are already covered and hence a standalone CAL is not required for these users. 

3. Project Managers and Admins 

• If the user is going to create, manage, and publish project schedules, then Planner and Project Plan 3 only is enough, because it includes the Project desktop application and the CAL-equivalent access rights for Project Server. 
• Since Plan 3 already provides that access, adding a separate Project Server CAL on top would be redundant. 

 For more information, please refer to: 

• Microsoft 365 Planner: Compare Plans and Pricing 
• Microsoft Project for the web service description - Service Descriptions | Microsoft Learn 

I hope this information is helpful. Please follow the steps above and let me know if it works for you. If not, we can continue working together to resolve the issue.  

If you found the response useful, please consider marking it as accepted, as this may help other community members who are looking for similar guidance.  

Thank you for your patience and understanding. I look forward to continuing the conversation.  

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