Using warehouse mobile, you have to distinguish between Windows user and resources because we use both in the warehouse mobile so there will always be a Windows user attached to logging into Business Central.
When you set up Warehouse Mobile in Business Central, you log in with two distinct identities: a Windows user and a resource. The Windows user handles the connection to Business Central, while the resource controls who is actually working in Warehouse Mobile. You decide whether to tie a resource permanently to one Windows user or let several people log in on the same device by entering their own resource ID.
Your choice of setup has direct licensing consequences. A full user logs in with a fixed resource and can use multiple devices, which fits a technician or salesperson on the road. A device user is licensed per device, which fits scanners on the warehouse floor where many people share the same hardware. Team members cannot run Warehouse Mobile.
Windows users and resources in Warehouse Mobile
Warehouse Mobile uses both Windows users and resources, so you have to keep the two apart. There is always a Windows user behind the login to Business Central. On top of that, you set up specific resources for the people who actually work in Warehouse Mobile.
All the setup happens on the resource. You have to create a resource for everybody who uses Warehouse Mobile. A Windows user on its own is not enough.
Fixed resource versus prompting for a user ID at login
You can link a resource directly to a Windows user. When you log in with a fixed resource number, Warehouse Mobile does not prompt you. For example, if the resource SLO is linked to the Windows user SLO, you log straight in as Simon on location WMS Center without entering anything.
If you remove that link on the device user, the login changes. The next time you open Warehouse Mobile, you have to state the user ID yourself. You enter SLO and log in as Simon on the WMS location. If you leave the page and log in again with a different resource number, you become someone else on a different location. Entering Cecilia’s resource number, for instance, logs you in on the Main location where she works.
This is the difference between a fixed setup, where one resource is tied to one Windows user, and a shared setup, where the same device prompts for whichever resource is logging in.
Licensing requirements for Warehouse Mobile
As a Windows user, you have to be aware of the licensing. You need to be licensed either as a full user or as a device user. Team members cannot run Warehouse Mobile.
The right license depends on how the person works:
- Full user with a fixed resource: Add the resource here and tie it to one Windows user. Only one user works on it, but that user can use many devices.
- Device user, one per device: Remove the link to the Windows user so the device prompts for a resource at login. Each device needs its own device-user license.
Which setup fits your scenario
If you drive a car with your inventory and have your technician or salesperson somewhere in the shop, you would set up a fixed resource. In this case you use Sales Mobile or similar, you have your own Business Central user, and you need a full user license.
If you only do simple registrations, that work could also be handled with a team member setup, depending on what the registration involves.
If you work in the warehouse or on the shop floor, you should use a Windows user as a device user, one per device. With 10 scanners, you need 10 Windows users set up as device users, one per scanner. You remove the checkmark that links the resource to the Windows user, and Warehouse Mobile then prompts each person to log in with their own resource ID.
Q&A
What is the difference between a Windows user and a resource in Warehouse Mobile?
The Windows user handles the login to Business Central, and there is always one behind the connection. The resource controls who is working in Warehouse Mobile. All the setup is done on the resource, so you have to create a resource for everybody who uses the app.
Why does Warehouse Mobile sometimes not prompt me for a user ID?
Because the resource is linked to your Windows user as a fixed resource. When that link exists, you log straight in without entering anything. If you remove the link, the app prompts you for your user ID at every login.
Can a team member use Warehouse Mobile?
No. Team members cannot run Warehouse Mobile. You need either a full user license or a device user license.
How should I license scanners that several people share on the warehouse floor?
Use a device user, one per device. With 10 scanners you need 10 Windows users set up as device users. Remove the checkmark that links the resource to the Windows user so each person logs in with their own resource ID.
When should I use a full user with a fixed resource?
When one person works on a setup but uses multiple devices, such as a technician or salesperson on the road with inventory in the car. You tie one resource to one Windows user, and that user needs a full user license.