PowerApps Licencing Query

[LMSF]

Apologies if this question overlaps with other posts. I've read up elsewhere in the forum and I'm still struggling to understand the licencing structure. 

I understand there's two main routes to licence PowerApps. The $10 per app per user plan and the $40 unlimited apps per user plan. I'm unsure how exactly these licences are triggered though. Let's say for example I set up Environment A and deploy 3 apps.

App 1, is shared with my entire org - it is only used maybe once per day and completely random who in the org will use it. Likely 30 different unique users per month due to the nature of the app. App 2 and 3 are shared to maybe 20 people, but each of these people will need have access to App 1, 2 and 3. App 2 and 3 might have up to 5 users logged in at any time.

My business has the PowerApps for Office 365 plan however all 3 apps use Premium Connectors so I believe this does not cover them as standard. If I shared with the "Everyone" group for App #1 do I now need a $10 licence for each user in my entire org?...or is the license only required to be bought to cover for when multiple users are live in the app? EG let's say that because the app may only get used once per day, even though my entire org needs access, there's little chance of having 2x concurrent users at any one time for App #1. Does the licence only need to be bought for users at the same time?

Would it be okay to get a practical example of when a per app, per user plan would be better than purchasing the $40 plan?

[LMSF]

Just as a follow on question. If I have an app that is only accessed once per day...but I need this app to be available for the entire org to use because the user may be random (circa. 1,500 people in my org).

Do I need 1,500 x $10 = £15k per month licences to facilitate this? I've completed further reading since my original post and surely this isn't the case?

Premium connectors are involved.

[Pstork1]

Power Apps licensing is not concurrent.  Both the per app and per user licenses are attached to specific users.  Per user licenses are assigned directly to users and let them run as many apps as they need. Per app licenses are assigned to an environment and apps are enabled to use the per app license. When a user tries to use the app that has been shared with them they will be assigned a per app license automatically if they don't have a per user license.  But once assigned the license stays with the user.  The per app license will let them access 2 apps in the same environment.

So if you have 3 premium apps that are all in the same environment then you will need at least enough per app licenses to cover the number of users who will ever use the app.  If everyone in the org will eventually use the app then you will eventually need at least a per user license for every user.

[Pstork1]

Yes, that is technically the case.  But you only need to buy enough licenses to cover the number of users who will actually use the app since licensing is only applied when they use the app. Very few organizations have apps that are actually used by every user.

[LMSF]

Thanks for both of your replies, they make perfect sense. Just so I'm aware though, once the licence tags on to a user is it permanent. I.e. I have a user that logs onto an app in an environment in January 2021, they use it once and never use the app again. If I continue this licence will it be tagged on to that individual forever? Or does the licence unbind from the user once per month for instance and go back into the general environment pool? It seems like a system of licensing that isn't very practical for apps with a large user pool. An excel spreadsheet feels more appropriate although not as smart..

[Pstork1 · Accepted solution]

The license definitely doesn't unbind at the end of the month.  It does unbind when the user is disabled and leaves the organization.  Otherwise, as far as I know it continues for as long as the user and the app exist.  There may be a way to manually remove it, but I haven't found it yet.  I agree that it doesn't tend to fit the model for one off apps.  Its designed for licensing utility apps used by large numbers of users across an entire organization.  

[LMSF]

Thankyou for the help on this. I will try to enact a workaround by only using standard connectors for apps such as this as we have Office 365 licences across our org.