Business Central scanner logins: Put warehouse workers on handhelds with device licenses, not full user licenses
Business Central scanner logins do not require a full Business Central user license for every warehouse worker. Warehouse Insight is a Business Central warehouse management app, published on Microsoft Marketplace as an extension. It works as an add-on to Microsoft Dynamics 365 Business Central. Shared handhelds can use a Microsoft device license, and each worker still signs in by name.
Does every warehouse worker need a full Business Central user?
No. Microsoft offers a device license for shared terminals, including warehouse devices. Microsoft’s licensing documentation says the device license “allows multiple users to simultaneously use a device” covered by it.
Device users belong to a Microsoft 365 group named Dynamics 365 Business Central Device Users. Members of that group need no Business Central license of their own, according to Microsoft.
You can add as many users to that group as you need. The number of device licenses limits how many devices sign in at the same time.
Some workers still need a full user license. Anyone who works in Business Central beyond what a handheld does is a better fit for a full user. Licensing is Microsoft’s policy, so confirm your mix of licenses with your Microsoft partner.
How do Business Central scanner logins work on a shared device?
The device signs in once, and then each worker signs in. Warehouse Insight includes a second layer of logins called Insight Works users. These are usernames and passwords you create in Business Central for warehouse staff. The workers do not need their own Business Central user accounts.
Here is how a shared scanner is typically set up:
- An administrator signs in on the scanner once with the device user from Business Central.
- The scanner remembers that sign-in, so workers never see the Microsoft login screen.
- Each worker signs in with their own Insight Works username and password.
- When the Microsoft sign-in eventually expires, someone signs the device in again once.
This suits seasonal and temporary staff well. You can create a login for a new worker in Business Central and change passwords as needed. Those workers use the scanners only and have no access to Business Central itself.
Can workers sign in with a badge instead of typing a password?
Yes. Typing a username and password at every shift change slows people down. Warehouse Insight can print login badges from Business Central. Each badge carries a barcode with the password encrypted inside it. A worker scans the badge and starts working.
Shared devices also need a way to stop the next person from working under the wrong name. You can set the device to sign the worker out after a period of inactivity. The next worker then scans their own badge to sign in.
Can each worker’s activity still be identified?
Yes. When a worker signs in as an Insight Works user, Warehouse Insight tracks what that worker does on the scanner. You can see who did the work, when they did it, and which document they were working on. The device user handles the connection, while the worker’s name stays on the activity.
Workers who have their own Business Central user can sign in with it instead. In that case, Warehouse Insight records that Business Central user on the transactions, such as item ledger entries. Either way, activity is not lost behind a generic name like Scanner 1.
How are permissions set for Business Central scanner logins?
Permissions come from the device user in Business Central. The Insight Works user identifies the worker. The device user that signed in behind the scenes decides what that worker can do.
That gives you a simple way to separate roles. For example, scanners kept at the dock can sign in as a receiving device user. Scanners used for order picking can sign in as a picking device user. If the receiving device user cannot post receipts, the workers on those scanners cannot post them either.
Posting rules and screens are also configured in Business Central, not on each device. The Warehouse Insight receiving page describes the posting modes, including supervisor-only posting. How to configure what workers see on each handheld covers menus and screens.
Which license fits Business Central scanner logins for each worker?
Most warehouses use a mix. The deciding question is whether the person works in Business Central beyond the handheld.
| Consideration | Full user license | Device license with Insight Works users |
|---|---|---|
| Good fit for | Supervisors and staff who also work in Business Central | Warehouse staff who only use scanners |
| Access to Business Central | Business Central and handheld devices | Handheld devices only |
| How the worker signs in | Their own Business Central user | Insight Works username and password, or a badge |
| What sets permissions | That user’s permissions | The device user’s permissions |
| Who is recorded on activity | The Business Central user | The Insight Works user |
The Essentials vs Premium licensing article covers which Warehouse Insight features each Business Central license supports.
Frequently asked questions about Business Central scanner logins
Can a full Business Central user also sign in on a scanner?
Yes. A full user can sign in with their own Business Central login. They can also use a printed badge instead of typing a password.
Can a device user be the first user in a new Business Central environment?
No. Microsoft’s documentation says a device user can’t be the first user to sign in. An administrator or full user must sign in first to set up Business Central.
Can I add workers without adding device users?
Yes. Workers are Insight Works users, so adding one does not add a device user. The number of device licenses limits how many devices sign in at once.
Is Warehouse Insight an app, an extension, or an add-on?
All three describe the same product. Warehouse Insight is a warehouse management app for Business Central. It installs as an extension from Microsoft Marketplace, and resellers often call it an add-on.
To see how scanner logins fit with receiving, picking and shipping, visit the Warehouse Insight app page.