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Dynamics 365 Community / Forums / Customer experience | Sales, Customer Insights,... / Best Practices for Mov...
Customer experience | Sales, Customer Insights,...
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Best Practices for Moving Users from Sales Enterprise to Team Member Licenses

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Posted on by r4vvm 204
 

Hi everyone,

 

We have around 500 users, mostly on Sales Enterprise licenses, but I think at least half could be moved to Team Member to cut costs. Before making the switch, I want to ensure we’re considering all key factors.

Key Questions:

1.Can Team Member users access the Sales Hub app, or do they need the Sales Team Member App?

2.Beyond functionality limits (e.g., 15-entity access, restricted create/edit rights), what other major restrictions should we be aware of?

3.What should we consider when moving users—security roles, business units, licensing compliance?

4.Any best practices for testing and transitioning users smoothly?

 

Would love to hear from anyone who has done this! Any insights would be greatly appreciated.

Categories:
Microsoft Dynamics CRM
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  • Suggested answer
    Daivat Vartak (v-9davar) Profile Picture
    Daivat Vartak (v-9d... 7,835 Super User 2025 Season 2 on at
    Best Practices for Moving Users from Sales Enterprise to Team Member Licenses
    Hello r4vvm,
     

    You're wise to carefully consider the transition from Sales Enterprise to Team Member licenses. It's a significant cost-saving opportunity, but it requires careful planning to avoid disrupting workflows and ensuring compliance. Here's a breakdown of your questions and best practices:

    1. Can Team Member users access the Sales Hub app, or do they need the Sales Team Member App?

    • Sales Hub vs. Sales Team Member App:

      • Team Member licenses can access the Sales Hub app.
      • However, their access will be strictly limited to the functionality allowed by their license.
      • The Sales Team Member App is a simplified, dedicated app designed for Team Member users, offering a streamlined experience with the core functionalities they need.
      • Using the Sales Hub app with a Team Member license will result in the user encountering many areas of the application they do not have access to. This can lead to a bad user experience.
      • It is highly recommended that Team Member licensed users use the Sales Team Member App. 

    • Recommendation:

      • For a better user experience, guide Team Member users to use the Sales Team Member App.
      • Customize the Sales Team Member App to include the specific entities and functionalities they need. 

        •  

      •  

    2. Beyond functionality limits (e.g., 15-entity access, restricted create/edit rights), what other major restrictions should we be aware of?

    • Key Restrictions:

      • Read-Only Access (Primarily): Team Member licenses are designed for read-only access to most data. They have limited create, update, and delete capabilities.
      • Custom Entity Limitations: The 15-entity limit includes both standard and custom entities. Ensure that the entities your Team Member users need fall within this limit.
      • Workflow and Plugin Limitations: Team Member users have limited ability to trigger or interact with workflows and plugins.
      • Reporting and Dashboards: Their access to advanced reporting and dashboards may be restricted.
      • App Module Access: Access to app modules outside of the Sales Team Member App will be limited.
      • Automation: They will have very limited ability to use power automate flows.
      • Customer Service Limitations: Team member licenses have very limited Customer service functionality. 

    • Important Considerations:

      • Thoroughly document the specific functionalities that your Team Member users need.
      • Map these functionalities to the capabilities of the Team Member license.
      • Communicate the limitations clearly to your users. 

        •  

      •  

    3. What should we consider when moving users—security roles, business units, licensing compliance?

    • Security Roles:

      • Create dedicated security roles for Team Member users.
      • These roles should strictly adhere to the Team Member license limitations.
      • Ensure that the roles only grant access to the necessary entities and functionalities. 

    • Business Units:

      • Business units can be used to further restrict data access for Team Member users.
      • Consider creating separate business units for Team Member users if needed. 

    • Licensing Compliance:

      • Carefully review Microsoft's licensing documentation to ensure compliance.
      • Regularly audit your user licenses to avoid compliance issues.
      • Microsoft does audit licensing. 

    • Data Access Audit:

      • Audit the data access requirements of each user that will be transitioned.
      • Make sure that the data they need to view falls within the 15 entity limit. 

    • Application Access Audit:

      • Audit what applications each user uses.
      • Make sure that the user does not use any applications that requires a full sales enterprise license. 

        •  

      •  

    4. Any best practices for testing and transitioning users smoothly?

    • Pilot Group:

      • Start with a small pilot group of users.
      • Select users who have relatively simple workflows and limited data access needs. 

    • Thorough Testing:

      • Test the Team Member user experience extensively.
      • Verify that they can access the necessary data and functionalities.
      • Test all relevant workflows and processes. 

    • User Training:

      • Provide comprehensive training to Team Member users.
      • Clearly explain the limitations of their license and the new app.
      • Provide documentation and support resources. 

    • Phased Rollout:

      • Transition users in phases, starting with those who have the simplest workflows.
      • Monitor the transition closely and address any issues promptly. 

    • Communication:

      • Communicate the changes clearly to all users.
      • Explain the reasons for the transition and the benefits.
      • Set expectations appropriately. 

    • Feedback:

      • Gather feedback from the pilot group, and from each wave of users that are transitioned.
      • Use the feedback to make adjustments and improvements. 

    • Documentation:

      • Create detailed documentation of the new processes.
      • Make the documentation easily accessible to all users. 

        •  

      •  

    Key Takeaways:

    • Team Member licenses can significantly reduce costs, but they require careful planning.
    • The Sales Team Member App is the recommended app for Team Member users.
    • Thorough testing and user training are essential for a smooth transition.
    • Licensing compliance is very important.

      •  

    By following these best practices, you can successfully transition your users to Team Member licenses while minimizing disruption and ensuring compliance.

     
    If my answer was helpful, please click Like, and if it solved your problem, please mark it as verified to help other community members find more. If you have further questions, please feel free to contact me.
     
    My response was crafted with AI assistance and tailored to provide detailed and actionable guidance for your Microsoft Dynamics 365 query.
     
    Regards,
    Daivat Vartak
  • Suggested answer
    Tom_Gioielli Profile Picture
    Tom_Gioielli 2,319 Super User 2025 Season 2 on at
    Best Practices for Moving Users from Sales Enterprise to Team Member Licenses
     
    The above is a great link, in case you haven't seen it yet. To answer your questions:
     
    1.  Technically they should be using the Team Member app, but the license enforcement is not checking for access to the Sales Hub or custom apps at this time. 
    2.  Same as above, the 15-entity limit and restricted rights are technically part of the license, but they are not currently being enforced. This means you may have a little wiggle room now, but don't count on it long term and don't push it much beyond what is stated in the license
    3. I would update user security first to a more limited role aligned with your anticipated team member entities and access. Provided this works well, you can then simply update their license and nothing else should change. This avoids changing the license while they still have higher access, technically putting you out of compliance with the license.
    4.  Pretty standard testing stuff. Grab your own test user and play around with security before having users do it. Start with some more tech-savvy users and then you can expand from there. Go through as much full regression testing as you can to identify if the restrictions are going to cause any major issues with business functionality.
     
    Really, the fact that you are checking this and making sure you are headed in the right direction makes me think this will be an easy process for you. Best of luck with the transition!
     
    If this answer helped, please consider marking as verified.

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