Single PowerApps License for All Front Line Employees

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Posted on by SeanHenderson

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Hi,

I just want a little clarification on licensing and concurrent usage.

If I have an app for front line employees that doesn't require individul user information, can I run that all on 1 PowerApps license?

For example, imagine I have 15 employees, all needing to use their mobile devices in the field to report back equipment status. Nothing needs to be personalized to each employee, they just need to access the same complex canvas app. Can I just have 1 licenese and share the login details with all 15 employees and let them all use the same account to run the app?

Thanks for your clarification.

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Governance & administering

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Pstork1 68,717 Most Valuable Professional on at

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The only way to know for sure is to get a signed written statement from a Microsoft licensing expert. But my understanding from conversations I've had is that for PowerApps all users who interact with the app, whether they log in to it or not, are required to have a license. So if you have 15 users running the app you need 15 licenses.

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v-xida-msft on at

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Hi @SeanHenderson ,

Could you please share a bit more about your scenario?

Do you want to share your login credentials to your end users, then let them to use same account to running the app?

Which license does your account own? An Office 365 Business license?

Firtsly, the answer to your question is YES. You could share your login credentials to your end users, then let them to use same account to running the shared app.

If your account owns a Office 365 Business license, the end users could running this shared app in different mobile devices at the same time with single one account.

Please check and see if the response within the following thread would help in your scenario:

https://powerusers.microsoft.com/t5/General-Discussion/Can-a-powerapp-has-multiple-instances-running-at-the-same-time/td-p/199780

Best regards,

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Pstork1 68,717 Most Valuable Professional on at

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I would like to strongly point out that it is never acceptable to "share your login credentials...". This is bad from a security point of view and worse from a licensing point of view. I'm also reallly suprised to see that kind of comment from someone who is part of the Community Support Team. You should know better!

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SeanHenderson 1,104 on at

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@v-xida-msft it seems like the short answer is yes, they can use it together.
The scenario is a small business without the resources to add another O365 and PowerApps license, let alone one for each of the workers/volunteers in the field. They need these people out there to record information and send it back to the company to be stored.
So they can all log into the same canvas app with the same login credentials, then fill out and submit that form.

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Pstork1 68,717 Most Valuable Professional on at

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It doesn't matter that its a small company. Its simply not legal to share logins or licenses across multiple people. I suggest as a Community rep you check with someone at Microsoft before suggesting this kind of thing. They will tell you that you can't do it this way. Yes, it will work. No its not legal to do so.

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JohnSaxton Microsoft Employee on at

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I see that this thread is a couple of years old, yet it came to the top of a Bing Search so I responding to clear up any confusion.

Every user must be licensed to use a Power App. The current licensing guide available here: Power Platform Licensing Guide explains this on page 3.

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