Wondering how a standard platform user Salesforce license works—and whether it’s the right choice for certain roles? This article will guide you through what a Salesforce platform license offers, how it compares against full Salesforce (CRM) licenses, and when platform users make sense in your org.
Key Takeaways
• A standard platform user can access core Salesforce system data—like accounts, contacts, reports, dashboards and custom objects—but not standard CRM objects such as leads, opportunities, campaigns, or cases. • The Platform Starter license (Lightning Platform) supports up to 10 custom objects; Platform Plus increases this limit to 110. • Migrating suitable users from full Salesforce licenses to platform users can save organisations up to $1,500–1,600 per user/per year depending on edition and negotiated pricing.
What Is a Standard Platform User in Salesforce?
A standard platform user (Salesforce) is licensed to use Salesforce core platform functionality—such as accounts, contacts, dashboards, workflows, Apex, Flow automation, and custom applications built on the platform. These users cannot access major CRM objects like leads, opportunities, cases, forecasts or quotes.
This license is designed for users who operate internal apps, interact with shared data, or contribute to reporting and dashboards—but don’t require access to the full CRM suite.
Why Standard Platform User Licenses Matter in 2025
1. Cost-Efficient Access for Non‑CRM Users
Users who need only custom app access (like HR, finance, or back-office team members) can be assigned a platform license instead of a Salesforce license, significantly reducing per-user cost.
2. Scale without Paying for CRM Features
Platform users can access automation tools such as Apex, Process Builder, Flow, Visualforce, and AppExchange apps, while excluding expensive CRM functionality they don’t need.
3. Flexible Licensing Options
You can choose between Platform Starter (10 custom objects) or Platform Plus (110 custom objects) depending on your data model complexity—offering flexibility for small or robust custom applications.
4. Unified Experience on the Salesforce Platform
Despite licensing limitations, platform users still benefit from Salesforce’s security model, mobile access, reporting, Lightning UI, and integration capabilities—helping unify experience across the enterprise.
When to Use Platform Licenses vs Full Salesforce
When comparing a Salesforce platform license vs Salesforce CRM license, the key difference is object access. Platform users can work with accounts, contacts, reports, dashboards, and custom objects, but they do not have access to leads, opportunities, campaigns, or cases, which are critical to core CRM workflows.
Use a Salesforce platform license for users in roles such as:
Choose a Salesforce (CRM) license for:
Supporting Real‑World Examples
Managing Platform Users Effectively
Licensing Hygiene
Profile and Permission Set Configuration
Governance and Audit Considerations
Platform licenses reduce audit risk by aligning cost with functionality. However, misassigning permissions can expose organizations to non-compliance. Best practices include:
Cost Optimization with Platform Licensing
License rationalization is a proven cost-saving strategy. Many organizations over-purchase full CRM licenses, unaware that:
Savings of $1,500+ per user per year are common when platform licenses replace Sales or Service Cloud licenses for eligible roles.
Summary
A standard platform user Salesforce license offers streamlined access to the Salesforce platform’s core capabilities without including costly CRM objects. It’s perfect for business functions like HR, finance, and operations where full Sales Cloud features aren’t required.
Organizations using platform licenses effectively reduce costs, improve role-based access control, and maintain a unified Salesforce user experience across departments. With license management best practices and clear governance, platform licenses are a strategic asset in your Salesforce license portfolio.
Frequently Asked Questions
What is a standard platform user Salesforce license?
A user license type that grants access to accounts, contacts, custom objects, dashboards, and automation—but excludes key CRM objects like opportunities, leads, cases, and campaigns.
How does a platform license differ from a Salesforce license?
Platform users cannot access CRM functionalities (Sales or Service Cloud features). Salesforce (CRM) licenses provide full object-level access including leads, opportunities, and cases.
How do Platform Starter and Platform Plus differ?
Platform Starter supports 10 custom objects; Platform Plus supports 110. Choose based on how many custom business processes your org builds.
Is switching users from full CRM to platform license safe?
Yes, if done with role-based access analysis and permission configuration. Always test before switching to avoid disruption.
Why is license optimization important in Salesforce?
License costs can be significant. Assigning the right license to the right user ensures budget efficiency and compliance with Salesforce’s licensing rules.
If you need help auditing your Salesforce users, mapping roles to license types, or optimizing your license costs, I’m here to help.
2Data is an independent software licensing advisory specializing in Microsoft, Oracle, SAP, Salesforce and IBM optimization. We help companies reduce contract costs, manage risk, and simplify their software licensing.
