Business Central Team Member license rights (Power App per app, Team Member)

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Posted on by PG-12091610-0

Dear All,

I would like to clarify two specific points regarding Dynamics 365 Business Central licensing:

Power Apps data entry scenario
- In our organization, we plan to have approx. 25 workers who will only use a Power Apps app to submit daily reports (napi jelentés).
- The Power App would send the data into Business Central using a service account (with an Essentials license).
- These workers would never log in to Business Central directly, only to the Power App.
Question: In this scenario, do these Power Apps users also require a Business Central Team Member license, or is a Power Apps license alone sufficient, since the actual BC write operation is executed by the service account?
Team Member customization limits
- The licensing guides mention that the Business Central Team Members application module may be customized with maximum 15 additional tables.
- We want to confirm whether this means a Team Member can write to a custom "daily report" table in BC (used for approval workflows), provided this table is within the 15-table limit.
Question: Is it officially supported that a Team Member license can approve and update records in such a custom table, and does this count towards the 15-table customization limit?

Thank you in advance for your help. :)

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Nimsara Jayathilaka. 4,958 Super User 2026 Season 1 on at

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Hi

In there25 workers simply use a Power Apps application to submit daily reports without directly logging in to Dynamics 365 Business Central, these workers do not require individual Business Central Team Member licenses. Because a service account with an Essentials license in used to write the data into Business Central, Power Apps licensing only is sufficient for these users. This follows the licensing framework, because the service account provides the actual Business Central functions as the licensed Designated Service Account, which allows Power Apps users to interact with the system without the need for direct Business Central licenses.
Business Central Team Member license and customizations limits, it is supported that Team Members can approve and update records in custom tables that remain below the maximum limits of 15 additional tables that are allowed to be customized. The Team Member license includes the ability to write to these types of custom tables, including in approval workflows, for a "daily report" table. Therefore, customizing also remains permissible under the limits of customizations with 15 tables, where Team Members can approve or update this type of custom tables. Overall this is a useful way of extending the functionality of Team Member without incurring full user licenses.

if you need to additional details for the Licence and Pricing refer below links https://companial.com/blog/understanding-business-central-team-member-licenses/

https://dynamics.tensoft.com/business-central-team-members-license-vs-essentials-license/

If you feel answer is helpfull please verify this answer

Thanks

Nimsara

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Rishabh Kanaskar 6,223 Super User 2026 Season 1 on at

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For your 1st question:

If the Power App only stores data in a Dataverse/custom table and the 25 workers never read or write Business Central tables or records, then those workers can be licensed only with Power Apps (per-app or per-user as appropriate) and you can have a service account push into BC.

However, if the Power App reads/writes Business Central tables (via the BC connector, virtual tables, or writing into BC tables), Microsoft’s licensing guidance says each internal user who accesses BC data via Power Apps must be properly licensed for Dynamics 365/Business Central - using a single service account to do the writes does not remove that requirement (multiplexing).

For the 2nd question:

Yes, a Team Member license can approve and update records in a custom “daily report” table provided that the custom table is included within the Team Member app’s customization budget (the Team Member app may be customized with up to 15 additional tables for the pre-approved scenarios). That custom table will count toward the 15-table limit and the scenario must fit the Team Member use-rights.

Just for more Info on multiplexing:

Multiplexing / service account rule: Microsoft’s licensing rules say multiplexing (pooling/service accounts or middleware that hides the real user) does not reduce licensing obligations. If internal users access Business Central data via a Power App, they must be properly licensed for Dynamics 365 (Business Central) when the app touches Business Central “restricted” content (creating/updating BC tables or invoking BC business logic). In short: a service account writing into BC on behalf of users does not automatically eliminate the need to license those users for BC if they are accessing BC data/logic.

I hope this gives a clear understanding now. If this helps kindly verify

Thanks

Rishabh

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Sahan Hasitha 2,683 on at

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hi

Solution for Power Apps + Business Central licensing

If your 25 workers only use Power Apps to submit daily reports and never log in to Business Central, they only need a Power Apps license (per-app or per-user).

The service account that writes the data into Business Central must have a Business Central Essentials/Premium license.

This way, the workers are licensed for Power Apps, and the actual BC connection is covered by the licensed service account.

Solution for Team Member + custom table

Team Member licenses allow access to up to 15 additional custom tables in each environment.

You can safely create a “Daily Report” custom table for workers to update or approve records.

As long as this custom table is counted within the 15-table limit, Team Members can approve, read, and update records there.

This is fully supported by Microsoft’s licensing terms.

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Pallavi Phade 5,510 Super User 2026 Season 1 on at

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Namaste ,

Please find the answers

Question: In this scenario, do these Power Apps users also require a Business Central Team Member license, or is a Power Apps license alone sufficient, since the actual BC write operation is executed by the service account?

Pallavi -Power app license will not work if all users need to send the data in realtime . You need to have premium connector license or D365 business central license to connect with Dataverse or some super rights to connect to dataverse. You need to write power automate flow to consume API or custom connector .

https://learn.microsoft.com/en-us/power-platform/admin/powerapps-flow-licensing-faq

Question: Is it officially supported that a Team Member license can approve and update records in such a custom table, and does this count towards the 15-table customization limit?

Pallavi - Yes only Team Member license is sufficient if its under 15-table customization limit .

Below are references in detial .

https://community.dynamics.com/blogs/post/?postid=552a6699-79f3-ee11-a73d-0022484f4b6d

This is detailed pdf .

https://www.icepts.com/wp-content/uploads/2020/02/BusinessCentralCloudTeamMembersDetailedInfo.pdf

If you feel this is helpful , please verify the answer

Regards

Pallavi Phade

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Sumit Singh 11,773 Super User 2026 Season 1 on at

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Hi,

Users only use a Power App that does NOT connect to BC tables; only Power Apps licenses are required, and a single BC Essentials-licensed service account writes to BC. Ensure no direct BC connector use per user to avoid multiplexing violations.

If the Power App reads/writes Business Central data (via BC connector, API, OData, or Dataverse virtual tables), each user needs an appropriate BC license (Essentials/Premium/Team Member as applicable), regardless of the service account.

Team Member licenses:

Valid for light use, approvals, and updates across standard eligible entities plus up to 15 custom tables. Your “daily report” custom table for approvals fits if total custom table access stays within the 15-table limit and data access aligns with Team Member rights (read most, limited update/create).

Practical tips:

Document the data flow to prove no direct BC access for Power Apps-only users.

Use an Azure AD app/service principal with BC Essentials for server-to-server writes.

Reassess licensing if you introduce BC connectors, Dataverse sync to BC tables, or expand beyond 15 custom tables.

Always verify with the latest Microsoft Licensing Guide/your CSP, as rules can change.

Mark true, “Does this answer your question” if it helps.

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