Understanding Microsoft Teams Room Licence Changes Coming July 2023

The upcoming months are going to bring some significant changes to how we license Microsoft Teams Rooms, with Microsoft rolling out new licensing requirements effective from July 1, 2023. Understanding these updates and how they impact your business is crucial for the smooth continuity of your Teams meetings.

In this article, we're going to guide you through these changes and provide you with the information necessary to keep your Teams Rooms operating seamlessly post-July 1, 2023.

An Overview of the Changes

Starting July 1, 2023, Microsoft will necessitate procuring and provisioning either a Teams Rooms Pro or a Teams Rooms Basic license to continue using your devices with Teams meetings. However, it's essential to note that the Hub will still function as normal without the Teams meetings functionality. Moreover, these new licensing requirements won't affect users signing into Surface Hub to access Microsoft 365 accounts or personal files.

Moreover, those who have activated Microsoft Teams Rooms devices, Microsoft Surface Hubs, and personal mode through a user license (i.e., A, E, G) will be prevented from logging in. To continue service, customers must secure either a Teams Rooms Pro or Teams Rooms Basic license before July 1st.

The Two New Licensing Options

Microsoft has introduced two licensing options for Teams Rooms systems participating in Teams meetings and calls:

1. Microsoft Teams Rooms Pro: This license delivers enhanced in-room meeting experiences such as intelligent audio and video, front row and large galleries, and dual-screen support. It also provides advanced management features like remote device management, conditional access policies, and detailed device analytics. This is a perfect fit for medium and enterprise organizations, as well as smaller organizations with larger room counts or more advanced needs.

2. Microsoft Teams Rooms Basic: This license offers core meeting experiences at no additional cost. It includes scheduling, joining meetings, content sharing, collaborative whiteboarding, and basic security and management capabilities. It's a cost-effective solution for businesses that require a single certified Teams Rooms system in a room.

   
   
   
   

The End of User Licenses for Meeting Devices

From July 1, 2023, user licenses won't be supported for use with meeting devices. If a meeting device has a user license after this date, it will be blocked from signing in until a Teams Rooms license is assigned. This change also extends to Microsoft Teams Shared Devices licenses, which won't work with Teams Rooms devices.

The Transition from Legacy Licenses

If your organization is currently using Teams Rooms Standard or Teams Rooms Premium legacy licenses, these can be used until their expiration date. Upon the expiration date of your existing legacy licenses, Microsoft recommends transitioning to the Teams Rooms Pro license, which combines the meeting and management features available in both of the legacy licenses.

Legacy licenses won't automatically transition to the new licenses. Upon expiration of a legacy license, you'll need to purchase a new Teams Rooms Pro or Teams Rooms Basic license.

Which Features Require a Microsoft Teams Rooms Pro License

Certain features require a Microsoft Teams Rooms Pro license. These can be identified by looking for the Pro icon on a device's details page. If the currently selected device isn't assigned a Microsoft Teams Rooms Pro license, you won't be able to perform the action and will see a prompt to upgrade.

The world of Microsoft Teams Rooms is evolving, and while these changes might seem overwhelming, they are designed to better cater to the needs of organizations of all sizes. Ensuring you're ahead of these changes and updating your licenses appropriately before July 1, 2023, is key to keeping your Microsoft Teams Rooms experience seamless.