What are the risks?
Until now, you could often get by without every user having a proper license. That’s about to change. From now on, you’ll need to ensure every user is correctly set up in the Power Platform Admin Center (PPAC) from day one.
Are you ready for the new licensing rules in Dynamics 365?
As of November 1, 2025, stricter licensing rules will apply. What does that mean for you?
Microsoft will start enforcing stricter controls on license usage in Dynamics 365. Users without a properly assigned license will no longer be able to log in. That means: no access to Finance, Supply Chain Management, Commerce, Project Operations, or HR if your administration isn’t in order. This could seriously impact your operations. It's time to take this seriously.
Important dates
Starting September 1, 2025, users without a valid license will receive a warning in the app. They’ll still have access, but the message will be clear: change is coming.
On November 1, 2025, it becomes final. Users without a valid license will lose access to Finance, Supply Chain Management, Commerce, Project Operations, and HR.
Want to be fully informed and prepared for these licensing changes?
Are you ready for the new licensing rules in Dynamics 365?
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More Admin Work
Every user must be properly registered. That means: checking roles, assigning licenses, and aligning permissions. It's not complex, but it is absolutely crucial, especially when users risk suddenly losing access.
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Costs May Increase
If you’ve been operating with unlicensed users, your license costs may go up. Analyze your current license situation now and explore where savings might be possible.
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Risk of Disruption
Do you have users who work daily in Finance or Supply Chain? Make sure they don’t lose access on November 1st. The consequences can be severe: stalled processes, workplace frustration, time wasted, and money lost.
Are you ready for the new licensing rules in Dynamics 365?
Get Ready
It's better to stay ahead of the new rules than to clean up the mess afterward. With these smart steps, you'll be fully prepared.
- 1
Map out your current situation
Use the Power Platform Admin Center to see who currently holds a valid license. Assess whether all users truly need access and check if roles and permissions are logically assigned.
- 2
Use the right tools
Leverage reports like the ‘User license level overview’ and the ‘User activity aging report’ in Dynamics 365. These help you identify active users, those who haven’t logged in for months, and potential areas for license savings.
- 3
Train your administrators
Are you sure your system admins understand how to deal with the new rules? Organize short, targeted sessions to bring them up to speed. Create clear guidelines to prevent errors.
Smart License Management
This change is an opportunity to get your license management in order. With clear insight, smart decisions, and timely action, you can avoid surprises—and save costs.
✔ Conduct regular license audits. Make sure you know who is using what.
✔ Use ‘attach’ licenses. These are cheaper if someone already has a base license.
✔ Apply the ‘least privilege’ principle. Give people exactly the access they need. No more, no less.
✔ Avoid standard roles. They often come with excessive permissions, resulting in more expensive licenses. It’s better to design custom roles tailored to your needs.
Want to know how to implement this in practice? Get in touch for a license assessment.
Q&A
What’s the difference between a base license and an ‘attach’ license?
A base license is required for the primary application a user works with. An ‘attach’ license is a lower-cost option for additional applications, but only if the user already has a base license.
Do these rules apply to sandbox environments or only to production?
Yes, the rules apply to all Dynamics 365 environments, including sandbox environments. Incorrect licensing can also lead to access issues in sandbox environments.
How can I tell if a user is inactive and whether I can revoke their license?
Use the ‘User activity aging report’ to identify users who haven’t been active for a while. This helps you clean up unused licenses.
What’s the risk of using standard roles?
Standard roles often include excessive permissions, which can trigger unnecessarily expensive licenses. Custom roles offer more precise access and lower costs.
Webinar: Managing the New Licensing Rules in Dynamics 365
What will you learn in the webinar?
In less than 10 minutes, we’ll get you up to speed on everything you need to know about the new licensing rules for Dynamics 365. No dry theory—just practical tips and real-world examples. You’ll learn:
✔ What the new rules actually mean
✔ Which users will really need a license (and who won’t)
✔ How to quickly gain insight into your license usage in PPAC
✔ Which tools help you spot savings at a glance
✔ And: how to easily explain all of this to your colleagues or leadership team
Watch this brief but practical webinar so your organization can head toward November 1st with confidence.
Want to know more about the new licensing rules in Dynamics 365?
Don’t wait until it’s too late. Take the first step now and request a thorough license assessment to make sure November 1, 2025, is just another normal day at the office.