What is multi-user remote desktop access?

Multi-user remote desktop access allows multiple users to connect to the same remote computer simultaneously. Instead of just one person trying to solve a problem, several experts can jump in, work together, and tackle issues in real time.

It’s like putting all the right people in the same room—except that room is a remote desktop.

Colloborate and resolve issues instantly with multi-user remote desktop access

How does multi-user remote desktop work?

  • Start a session:

    The technician initiates a remote session from Zoho Assist.

  • Invite others to join:

    They can then share the session ID and other details via email, phone number, or text message.

  • Collaborate in real-time:

    Technicians and users can interact with the remote machine, share ideas, and solve problems together.

  • Wrap it up securely:

    Once the job’s done, you can end the session and ensure access to the remote desktop is restricted to keep your device secure.

What are the benefits of using multi-user remote desktop software?

  • Team up to solve complex issues: Resolving complex technical problems often requires cross-functional teams with multiple different areas of expertise.
  • Fix problems faster: More hands on deck means quicker diagnoses and faster resolutions. This will lead to reduced downtime for the end users.
  • Train while you troubleshoot: Use the session as a live classroom! Technical leads can provide assistance to their junior staff, or trainers can walk teams through real-time demos while they observe and provide feedback with the free remote support software - zoho Assist.
  • Communicate with built-in tools: With integrated chat, voice, and video, your team will not need to rely on a separate tool to stay in sync during a session.
  • Keep everything secure: Admins can set permission levels and make sure access is restricted appropriately to keep devices and sessions secure.
  • Works across platforms: Whether your team is on Windows, Mac, Linux, or mobile, Zoho Assist enables multi-platform connectivity to help you stay connected anytime, anywhere.

Zoho Assist vs Built-in Windows RDP

  • Feature
    Zoho Assist
    Windows RDP
  • Multi-user access
    Supports multiple technicians joining the same session for real-time collaboration
    Windows client editions: 1 concurrent session. Windows Server: 2 concurrent admin sessions by default; additional sessions require RDS CALs
  • Platform compatibility
    Works across Windows, Mac, Linux, iOS, Android, and Raspberry Pi (both host and client)
    Host must be Windows; RDP clients available for Windows, Mac, Linux, iOS, and Android
  • Setup complexity
    Browser-based setup with no firewall configuration needed
    Requires network configuration, port forwarding, and firewall rules for remote access; straightforward for local network use
  • Security
    End-to-end 256-bit AES encryption, TLS 1.2, two-factor authentication, role-based permissions
    TLS/SSL encryption (up to TLS 1.2), Network Level Authentication (NLA), robust security when properly configured
  • Collaboration tools
    Built-in chat, file transfer, screen annotation, voice/video chat, and session recording
    Basic file transfer and clipboard sharing; focused on individual remote access
  • Session management
    Session transfer between technicians, detailed audit logs, session recordings, and scheduling
    Basic session logging; advanced features available through Group Policy and additional configuration
  • Integration
    Integrates with help desk software, live chats, ticketing software, Zoho ecosystem and third-party apps as well
    No additional software integration is possible, as it relies solely on Active Directory and Microsoft service
  • Pricing
    Free for personal and commercial use; subscription-based paid plans starting at various tiers
    Included with Windows; Windows Server requires RDS CALs for more than 2 concurrent sessions

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What are the Key Features to Look for in Multi-User Remote Access Solution?

Users should prioritize these key features when selecting a multi-user remote access solution,

  • Simultaneous User Access: Your solution should allow multiple technicians to connect to the same system simultaneously, enabling real-time collaboration and faster problem resolution.
  • Enterprise-Grade Security: Look for end-to-end encryption, multi-factor authentication, and secure connection protocols that protect your data from unauthorized access during remote sessions.
  • Permission Management: The platform should let you assign role-based access levels, controlling who can view, manage, or modify agent system based on their responsibilities.
  • Cross-Platform Compatibility: Choose a solution that works across Windows, Mac, Linux, iOS, Android, and Raspberry Pi so your team can provide support from any device.
  • Built-In Communication Tools: Integrated chat, file transfer, and screen annotation help technicians coordinate effectively without switching between multiple applications during support sessions.
  • Activity Tracking and Session Logs: Detailed audit trails and session recordings provide accountability, support training efforts, and help your organization maintain compliance with regulatory requirements.

Best practices for multi-user remote desktop access

  • Strengthen Authentication and Access Controls

    To ensure that each person only has access to what they require, enable multi-factor authentication for all users, and grant role-based permissions alone. As roles change, review their permissions frequently.

  • Monitor and Document Sessions

    Maintain thorough records of every remote activity, and for critical operations, turn on session recording. This supports training, maintains accountability, and helps in meeting compliance requirements.

  • Secure Your Network Infrastructure

    Rather than exposing RDP multiple sessions to the internet directly, use secure gateways or VPNs. Update all systems with the most recent security patches, and limit access to IP addresses that are authorized.

  • Train Teams and Establish Protocols

    Educate users on security best practices and provide clear guidelines for using the remote desktop for multiple technicians. Define workflows for handling sensitive data and coordinating during collaborative sessions.

  • Optimize Performance and Collaboration

    When multiple remote desktop users simultaneously work together and use the built-in chat tools to coordinate. Monitor system capacity and scale infrastructure as your team grows.

  • Maintain Compliance and Preparedness

    Make sure your collaborative remote desktop software complies with industry standards such as SOC 2, GDPR, and HIPAA. Make regular security assessments, record emergency protocols, and backup important configurations to ensure system reliability and protection.

When should you use multi-user remote desktop access?

  • Enterprise IT support: You can have multiple support agents jump on high-priority issues together.
  • MSPs (Managed Service Providers): Offer collaborative support to customers, boosting trust and satisfaction.
  • Dev and QA teams: Collaborate on debugging code live, without screen sharing through potentially insecure third-party tools.
  • Training and education: Perfect for technical trainers leading remote desktop software sessions where learners need to see and do.

Why choose Zoho Assist for team-based remote access?

Zoho Assist's multi-user remote desktop platform enables secure collaboration with end-to-end 256-bit AES encryption, role-based permissions, and integration with other Zoho apps. Zoho Assist is built for secure remote access and real-time teamwork.

  • It's a great choice for remote access, whether you’re:

    • Running a global IT help desk
    • Training new hires remotely
    • Debugging code with teammates across the globe

Multi-user remote desktop access in Zoho Assist - cloud remote desktop software makes remote support a team effort. It helps you respond to issues faster, provide smarter training, and work more efficiently—all without compromising on security and ease of use.

Need help setting up Zoho Assist or customizing your workflows? We've got you covered!

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