Dynamics 365 Business Central Team Members is a low-cost user license designed for users who require light access to the system rather than full functionality. These users typically support business processes without managing core functions. For instance, team members may need to read reports, review data, update existing records, or approve workflows—but not create sales orders, post transactions, or access advanced modules. This license is ideal for employees who only need limited interaction with Business Central to fulfill their roles.

Team Members can perform specific tasks like reading data across all modules, running reports, and editing existing information in limited scenarios such as updating contact details or timesheets. They are also allowed to approve or reject workflows assigned to them, which is especially useful for team collaboration and maintaining internal control over business processes. However, they cannot initiate or post transactions like sales invoices or purchase orders, ensuring their access is controlled and in line with their business role.

Organizations often assign Team Member licenses to executives, field staff, or occasional users to ensure they stay informed and engaged without incurring the cost of full user licenses. This setup enhances productivity and collaboration across departments while optimizing licensing expenses. In large companies, effective use of Team Member licenses can significantly reduce costs while still allowing users to participate in essential workflows, access dashboards, and stay aligned with operational goals.

✅ Allowed Activities for Team Members
Read and View Data: View data across all tables (read-only access)
View dashboards and reports Use filters and navigate through records
Update Limited Data: Update existing records such as: Contact details Customer/vendor information (limited fields), Employee personal information, Timesheets, Update personal settings and preferences.
Approval Tasks Approve or reject workflow approvals assigned to them, Participate in document approval workflows (e.g., purchase requests, time off, etc.)
Create Limited Records (Unposted Only): Create or modify the following unposted documents: Sales quotes, Purchase requisitions, Timesheets, Job time, journal entries, Expense reports, Create or edit notes and comments on records.
Run Reports and Queries: Run pre-configured reports. Export data to Excel. Use account schedules and analysis views.
Mobile and Web Access: Access Business Central through web browser or mobile app, Use embedded Power BI dashboards (view only)
Use Custom Applications: Access and use apps/extensions (Power Apps) built on Business Central data, if permissions allow. Participate in limited Power Automate flows.
 
❌ Not Allowed for Team Members
Posting transactions (e.g., posting invoices, payments, journal entries)
Creating new master data (e.g., new customers, vendors, items)
Accessing advanced features like inventory costing, warehouse management, or financial reporting setup
Managing users or permissions
 
This role is ideal for employees who need basic access and interaction without full operational control. For any action outside of the list above, a full Essentials or Premium license is required.