Understanding the Limitations of Team Member Licenses in Business Central

 

Understanding the Limitations of Team Member Licenses in Business Central

Introduction

Microsoft Dynamics 365 Business Central offers a comprehensive suite of tools for managing various aspects of a business. However, not every role within a company needs access to the full capabilities of Business Central. This is where the Team Member license comes in – a cost-effective licensing option intended for users who don't require full access but still need to interact with the system. While the Team Member license can be quite useful, it's important to understand its limitations to ensure compliance and efficient use within your organization.

The Scope of Team Member Licenses

Team Member licenses are designed for users who need to perform basic tasks such as:

  • Reading data within Business Central
  • Using the self-service functionality for employees
  • Approving or rejecting tasks in workflows assigned to them
  • Creating, editing, or deleting personal information
  • Running all reports and accessing Power BI

These tasks are essential for day-to-day operations for many users, but do not require the breadth of access that a full user would have.

Limitations to Be Aware Of

1. Limited Editing Capabilities Team Members can update existing data, but they're only allowed to post timesheets, use Power Apps to access Business Central data, and edit personal information. They can't, for example, edit sales orders, post inventory transactions, or make changes to financial records.

2. No Direct Posting in Financials or Supply Chain Team Members can't directly engage with financials or supply chain modules to post transactions. This means they cannot create new orders or invoices but can approve or reject them if empowered to do so via workflow approvals.

3. Restricted Use of Custom Entities If your Business Central environment has custom entities created via Power Apps, Team Members can interact with a maximum of 15 of these. They can view and run reports on these entities but cannot have direct write access.

4. Limit on Operational Transactions There's a ceiling on the number of operational transactions that a Team Member can perform within Business Central. This cap is placed to ensure that the user’s activity remains within the "light use" scope that the license is designed for.

5. No Access to Management Functions High-level management tasks, like adjusting settings, managing users or permissions, configuring the application, or performing data migration tasks, are off-limits for Team Members.

6. Limited Document Creation Team Members are limited to creating quotes, and they can't create orders or invoices. This is significant in the sales and purchasing areas, where creating new documents is a daily activity.

Best Practices for Compliance

To stay compliant with Microsoft's licensing terms and avoid unnecessary costs, consider the following:

  • Regularly Review Usage: Monitor how Team Members are using BC to ensure their actions fall within the license's scope.
  • Educate Your Team: Ensure that Team Members are aware of what they can and cannot do with their licenses.
  • Align Roles and Licenses: Assign Team Member licenses to the appropriate roles within your organization, such as those who only need to approve transactions or run reports.

Conclusion

The Team Member license is a valuable asset for users who don't require full access to Business Central's features. However, it’s crucial to understand its limitations to avoid unintentional non-compliance. By recognizing these restrictions and applying best practices, organizations can maximize their investment in Business Central while staying within Microsoft's licensing guidelines.

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