The Forgotten Risk in CRM Projects — Security Roles and Licence Alignment

Every CRM project has technical milestones — integrations, data migration, go-live. But one of the biggest risks often hides in plain sight: security roles that don’t match Microsoft’s licensing model. With Power Platform Security now tied directly to licence entitlements, misalignment can cost more than data exposure — it can breach compliance.  Particularly with Team Member licences, although also more broardly, it is essential that a user's security roles do not permit more than their licence allows.  There are many areas in Microsoft Dynamics 365 and Power Platform where it is technically possible to do something that is not legal.

  The security model is one of those.

Licence Enforcement: The 2020 Turning Point

In April 2020, Microsoft began enforcing Team Member licence restrictions by redirecting users to specific app modules. Those who tried to access full Sales or Service Hubs were automatically limited. This change cemented the link between roles and licence types — making it crucial for consultants and admins to validate security design.

Functional Equivalence: Microsoft’s Silent Audit

Microsoft’s telemetry analyses custom tables to detect when they replicate restricted entities like Orders or Opportunities. This prevents organisations from bypassing licensing limits by using custom entities. If your ‘Projects’ table behaves like an Order, users need the right Sales licence — regardless of the name.

Opsis’ Licence Risk Framework

At Opsis, we developed a Licence Risk Assessment Template that maps each entity’s business purpose to the correct licence requirement. It’s part governance, part insurance — ensuring compliance before Microsoft audits. It also reassures clients that their CRM design reflects best practice, not just technical expediency.

Avoid costly licensing mistakes. Engage Opsis for a Power Platform Security and Licensing Audit — protecting your organisation before Microsoft’s telemetry flags it for you.