Dynamics 365 Team Members license: what it is and how it works

The Dynamics 365 Team Members license is just one of several user types available within Microsoft’s powerful CRM and ERP platform. Licensing lets organizations assign specific access levels — defining who can view, edit, or create data — while maintaining overall system security. Understanding the Dynamics 365 Team Members license helps businesses control user rights efficiently and cost-effectively. Let’s explore how it works.

What Is A Dynamics 365 Team Members License?

The Dynamics 365 Team Members license is designed for users who need regular access to records but only require limited functionality. These users perform light tasks — such as entering time, updating contact information, or approving expenses — without needing full access to the complete suite of Dynamics 365 features.

This license grants use rights within the Team Members app for Dynamics 365, giving organizations a cost-effective way to extend CRM and ERP functionality to a wider group of employees.

In short, Dynamics 365 Team Members are additional users, distinct from full users like salespeople, finance professionals, or customer service agents who need full access. While full users have complete licenses, Team Members in Dynamics 365 benefit from simplified access that focuses on specific operational needs.

When you assign the Dynamics 365 Team Members license to an employee, they receive the same level of access across key applications such as Dynamics 365 Sales, Dynamics 365 Customer Service, and Dynamics 365 Marketing.

Team Members App In Dynamics 365

Within the Team Members app Dynamics 365, there are three main designated modules, each tailored to common business roles:

• Customer Service Team Member: Enables employees to create self-service queries, access the knowledge base, and communicate with support agents.
• Sales Team Member: Allows users to manage leads, customers, opportunities, and add notes to records — ideal for lightweight sales operations.
• Project Resource Hub: Helps track resources and manage project tasks efficiently.

These Dynamics 365 Team Members modules streamline workflows by showing only relevant data and actions, empowering users to focus on their primary responsibilities such as managing leads, resolving customer issues, or tracking project activities.

What is Team Member App Access in Dynamics 365?

The Team Member app Dynamics 365 provides access rights that depend on the user’s assigned role.

For Customer Engagement applications

Dynamics 365 Team Members can:

• Create, read, update, and delete contacts, activities, and notes.
• Update personal employee information.
• Record time and expenses for Project Service Automation.
• View reports and dashboards.
• Participate in surveys and feedback processes.
• Customize up to 15 additional entities per approved application scenario.

For Finance, Supply Chain Management, Commerce, and Human Resources

Dynamics 365 Team Members can:

• Record any type of time and expenses.
• Manage personal and HR information.
• Approve timesheets, invoices, and expenses.
• Create requisitions and manage budgets.
• Perform quality control activities and departmental tasks.
• Customize up to 15 additional entities per pre-approved scenario.

These permissions allow Dynamics 365 Team Members to contribute efficiently to daily business operations while maintaining governance and data integrity.

Dynamics 365 Team Members: Customer Entity Rights

In some cases, organizations need custom entities to manage specific data types beyond standard ones. Dynamics 365 Team Members have the ability to:

• Create and modify up to 15 additional entities per app module.
• Read unlimited custom entity data.
• Operate within pre-approved application scenarios defined in Microsoft’s documentation.

This flexibility allows Dynamics 365 Team Members to extend their functionality while keeping within Microsoft’s licensing framework.

Dynamics 365 Team Members: User Rights And Capabilities

For Customer Engagement, Dynamics 365 Team Members have access to essential applications and services such as:

• Dynamics 365 Web, Mobile, and Outlook apps
• Dynamics 365 for iPad and Windows
• Read access to all application and custom entity data

They can also:

• Approve time, expenses, and invoices.
• Manage activity feeds and post updates.
• Associate marketing lists with contacts or accounts.
• Update project tasks and submit timesheets.
• Manage personal information, budgets, and employee records.
• Export data to Excel and use advanced search tools.

For Finance, Supply Chain, Commerce, and HR, Dynamics 365 Team Members licenses cover roles such as:
Finance administrator, supply chain user, HR specialist, budget contributor, quality control clerk, project manager, or time registration user.

This range of roles highlights how flexible and accessible the Dynamics 365 Team Members model is for supporting cross-departmental collaboration.

Dynamics 365 Team Members License: Pricing

Microsoft offers simple, predictable pricing for the Dynamics 365 Team Members license, making it easy to scale access as your business grows.

• Customer Engagement Team Member license: $8 per user/month
• Unified Operations (Finance, Supply Chain, Commerce, HR): $8 per user/month

Licenses can be purchased individually per user or in bulk, with discounts available for volume purchases. This ensures that Dynamics 365 Team Members can be added affordably to your organization’s environment.

Dynamics 365 Team Members License: restrictions

While the Dynamics 365 Team Members license provides substantial flexibility, it comes with certain limitations.
Customization options are limited to 15 additional entities, and some advanced modules and features are restricted to full users.

For the complete list of restrictions, consult Microsoft’s official Licensing Guide — or let Gestisoft help you determine which Dynamics 365 license best fits your operational needs.

Conclusion

The Dynamics 365 Team Members license is an efficient and cost-effective way to give employees access to essential CRM and ERP functionalities without overpaying for full licenses. It allows businesses to maintain security, improve collaboration, and scale operations intelligently.

At Gestisoft, we help organizations like yours optimize their Dynamics 365 environment — from licensing and setup to customization and training. With over 20 years of experience, we provide expert support to ensure your CRM and ERP tools are perfectly aligned with your business goals.

Contact Gestisoft today to learn how Dynamics 365 Team Members licensing can enhance your workflow and data security.