Executive Summary: Remote Access and Multi-User Software Deployment
As our business grows and adopts more remote and collaborative work practices, we are evaluating two options for providing secure, shared access to our business software.
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Option 1: Windows 11 + Per-Seat Licences + File Server
- Each user runs the software locally on their own PC
- A shared file server holds the centralised data
- Licensing is per user (“per seat”), simple and cost-effective
- Works well if:
- The application supports multi-user access to shared data
- Each user has their own capable PC
- Low IT overhead, but harder to control updates, security, and data consistency
- Remote access is possible using Tailscale, but the app must run locally
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Option 2: Windows Server 2025 + RDS (Remote Desktop Services)
- Software is installed once on the server, and all users access it via remote desktop
- Fully centralised environment: easy to manage, secure, and update
- Requires Windows Server licence + RDS CALs (one per user)
- Designed for true multi-user concurrent access, even from remote locations
- Best choice for:
- Tight version control
- Shared processing power
- Simplified support and backups
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Comparison Summary
| Factor | Windows 11 + File Server | Windows Server 2025 + RDS |
|---|---|---|
| Licensing | Per-user, simple | Requires server + RDS CALs |
| Simultaneous access | Limited by app | Fully supported |
| Security | Decentralised | Centralised and strong |
| Remote access | Tailscale + local app | Tailscale + full desktop |
| Cost | Lower upfront | Higher upfront, better scalability |
| Management | User PCs must be maintained | Single point of administration |
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Recommendation
If each user has a strong PC and the application supports file-based multi-user access, continue with Windows 11 + file server.
If you need central control, simplified support, secure access from anywhere, or guaranteed multi-user concurrency, invest in Windows Server 2025 with RDS.