Licencing for staff to view reports & dashboards in a workspace & an app

[littlepatos]

Sorry to even ask but I have been researching tis for a ridiculous amount of time and keep coming across conflicting advice. I have a Power BI Premium User licence and have created a workspace & app that i want to share with staff in my organisation. No one else will create reports or dashboards and they will only need to be a Viewer of reports.  I have added them to the permissions but am having trouble sharing.  Some things I read say everyone who needs to view the report needs a PowerBI Pro licence where as other things i read state they can view using a free licence.  These reports contain commercial in confidence data so can't be shared public.

[TomMartens]

Hey @littlepatos ,

the license that is needed to consume a report depends on the location of the report, meaning the type of workspace

there are four types of workspace and in addition to that how the consumers get access to the report, either directly to the report in the workspace or via an app that is build from the content of the workspace

• my workspace
  only the owner of the workspace can access content in this workspace
  no app can be created
  if a report from this workspace is shared with others via direct sharing, the recipients need to have a Pro License
• Pro license backed workspaces
  all consumers need a Pro license, no matter if consumers access content from the workspace or via an app
  if a report artifact is shared directly, the recipients require a Pro license
• Premium Per Capacity
  consumers accessing content from the workspace directly, these users are required to have a Pro license, except users have the Viewer role assigned, in this specific case a free license is sufficient
  consumers accessing content via an app, these users are good with a free license
• Premium Per User
  all consumers are required to have a Premium Per User license, no matter if consumer are accessing content directly in the workspace of via an app

Hopefully, this helps.

Regards,

Tom

[littlepatos]

Hi @TomMartens - thanks for the detailed response. As I have a Preium Per User licence does that mean my workspace isthe 4th option and all intended to view need a Premium per user licence?  Or how can I tell what workspace I have created?  I started with a Pro licence and my rganisation moved me to Premium per user so i could share the reports but it's not working as noone else is licenced.  We are about to upgrade them to Pro but sounds like that won't work?

[TomMartens · Accepted solution]

Hey @littlepatos ,

it's very likely that the workspace is backed by Premium Per User licensing. This happens whenever you create a workspace.

Goto to the workspace settings, and check the Premium tab:

You can easily change it back to Pro, of course all the Premium Per User faeatures will no longer be available.

Hopefully, this will help to answer your question.

Regards,

Tom

[littlepatos]

Thanks @TomMartens much appreciated